Privacy Policy

Overview

This Privacy Policy applies to JBing Systems Ltd, also referred to as "JBS", "we", "our", or "us". It applies whenever you use our websites, software platforms, mobile applications, APIs, integrations, support channels, or related services.

Contents

1. Services Covered

• MyJBS School ERP
• JBS Attendance
• JBS SMS Services
• JBS Parent App
• JBS Hub
• JBS HRM
• JBS APIs and integrations
• WhatsApp communication services
• AI-powered features and automation tools
• School websites, dashboards, portals, and support systems operated by JBS

2. Information We Collect

School and Organization Information

• Institution name, address, contact details, and registration information
• Subscription, billing, payment, and account information
• System configuration and operational records

Student Information

• Names, admission numbers, classes, streams, and academic records
• Attendance, discipline, transport, medical, and welfare records where provided by the institution
• Photographs or identification information where uploaded by the institution

Parent and Guardian Information

• Names, phone numbers, email addresses, and relationship to students
• Communication records, payment references, portal usage, and app usage information

Staff Information

• Names, roles, contact details, employment records, and attendance information
• Payroll-related information where the institution uses HRM or payroll modules

Biometric and Attendance Information

Where biometric attendance solutions are used, we may process biometric templates, fingerprint records, facial attendance records, time logs, and device logs. This information is used only for attendance, access, and identity verification purposes as instructed by the institution.

Payment and Transaction Information

• Mobile money transaction references
• Bank payment confirmations
• Invoices, receipts, subscription records, and reconciliation data

Technical and Usage Information

• IP address, browser type, device information, operating system, and login activity
• System logs, error logs, usage patterns, cookies, and analytics data

3. How We Use Information

• Providing and maintaining JBS services
• Managing school records, users, reports, communication, and operations
• Authenticating users and controlling access
• Processing payments, invoices, subscriptions, and reconciliations
• Providing customer support, training, and system maintenance
• Sending service notices, support updates, and relevant product communication
• Improving system performance, reliability, and security
• Detecting abuse, fraud, unauthorized access, and technical issues
• Complying with applicable laws, regulations, and lawful requests

4. Data Ownership

All institutional data entered into JBS systems remains the property of the respective school, institution, or organization. JBing Systems Ltd does not claim ownership over school data.

Schools are responsible for ensuring that they have the necessary authority, consent, or legal basis to collect and process information relating to students, parents, guardians, staff, and other users.

5. AI Features

Some JBS services may include artificial intelligence features used for report generation, automation, communication assistance, data analysis, OCR processing, support, or operational insights.

AI-generated results should be reviewed by authorized users before being used for academic, financial, disciplinary, administrative, or legal decisions.

6. Information Sharing

We do not sell personal information.

We may share limited information with trusted service providers where necessary to deliver our services, including:

• Cloud hosting providers
• SMS gateway providers
• Email service providers
• Payment processors, banks, and mobile money providers
• WhatsApp and communication service providers
• Analytics, monitoring, and technical support providers
• Professional advisers where legally or operationally necessary

7. Data Security

• Secure HTTPS/SSL communication
• Authentication and password protection
• Role-based access controls
• Activity logging and monitoring
• Regular backups
• Security updates and patch management
• Restricted administrative access

No electronic system is completely secure. Users and institutions are also responsible for protecting their login credentials and controlling internal access.

8. Children's Data

JBS provides technology services to educational institutions, and these services may involve processing information relating to minors. Children's data is processed under the authority and instruction of the relevant school or institution.

Schools are responsible for obtaining any required parental consent and complying with applicable child protection, education, and data protection laws.

9. Data Retention

• To provide contracted services
• To maintain school records and system continuity
• To comply with legal, tax, accounting, audit, and regulatory obligations
• To resolve disputes and enforce agreements
• To maintain security, backup, and operational records

Upon termination of services, institutions may request data export, account closure, or deletion subject to contractual, legal, technical, and backup retention requirements.

10. User Rights

• Access personal information
• Request correction of inaccurate or incomplete information
• Request deletion where legally applicable
• Object to certain processing activities
• Request restriction of processing
• Request data portability where applicable
• Withdraw consent where processing is based on consent

11. Cookies and Analytics

Our websites and platforms may use cookies and similar technologies to maintain sessions, improve performance, remember preferences, enhance security, and understand usage patterns.

Users may control cookies through browser settings. Disabling cookies may affect login sessions and some platform features.

12. International Data Transfers

Some information may be stored or processed using cloud infrastructure or service providers located outside Kenya. Where this happens, we take reasonable steps to ensure appropriate safeguards are applied.

13. Third-Party Services

JBS services may integrate with third-party platforms such as banks, mobile money providers, SMS providers, email services, WhatsApp services, cloud platforms, analytics tools, and government or education systems.

14. Changes to this Policy

We may update this Privacy Policy from time to time. Any changes will be published on this page with the updated date.